Training Manual for Purchase Order to Invoice EZBuy Supplier Self-Services (SUS) Portal. Submitted by: Bristlecone

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1 Training Manual for Purchase Order to Invoice EZBuy Supplier Self-Services (SUS) Portal Submitted by: Bristlecone

2 Contents 1. How to Login to Supplier Self Services (SUS) Portal: How to Search for a Purchase Order How to Acknowledge a Purchase Order: How to create Confirmation: How to create Invoice: How to create a Credit Memo: Version 1.0 Page 2

3 1. How to Login to Supplier Self Services (SUS) Portal: Step 1: For logging into SUS portal, ctrl+click on below link or simply copy and paste to your web browser: NOTE: SAP recommends to use Internet Explorer IE 8 and above Portal Link- https://www.ezbuy.axiata.com:4443/sap/bc/bsp/sap/srmsus?sap-client=310 Step 2: Enter User ID & Password User Id XXXXXX (Shared over ) Password-XXXXXX (created by you after registration) Password must be combination of Lowercase, Uppercase, Special character and Numbers. Also it must be different from last five previous password. Version 1.0 Page 3

4 After you login into the SUS Portal, you will see this screen: What do the fields on EZBuy SUS Portal mean? Field/Link Name Description All - Shows all your Purchase Orders regardless of status New Shows new Purchase Orders which require your acknowledgement Changed Shows Purchase Orders which have been amended by Axiata which require your acknowledgement In Process Shows Purchase Orders which have been saved by you for further action Confirmed Shows Purchase Orders where all line items are confirmed by you (with or without any amendment) Partially Confirmed Shows Purchase Orders where some line items are rejected by you Rejected Shows Purchase Orders where all line items are rejected by you Canceled Shows Purchase Orders which have been cancelled by Axiata Version 1.0 Page 4

5 Field/Link Name Description All Shows all Confirmations created by you In Process Shows all Confirmations which have been saved by you for further action Completion Reported Shows all Confirmations which have been fully confirmed by you Partially Accepted Shows all Confirmations where line items have been partially accepted by you Approved- Shows all Confirmations which have been accepted by Axiata Rejected Shows all Confirmations which have been rejected by Axiata Canceled Confirmations which have been cancelled by you. Field/Link Name Description All Shows all the Invoices and Credit Memos created by you In Process Shows all Invoices which have been saved by you Document Sent Shows all Invoices which have been sent by you Approved Shows all Invoices which have been approved by Axiata Rejected Shows all Invoices which have been rejected by Axiata Create Invoice Opens a new window where you can directly create an Invoice by selecting the PO/Confirmation accepted by Axiata. Version 1.0 Page 5

6 2. How to Search for a Purchase Order: There are 2 methods through which you can search for a Purchase Order: A. If you know the Purchase Order Number (refer to PO number in the notification), click on Find : Enter the Purchase Order number and click on the Find button: The Purchase Order details will be visible to you as follows: Click on the Purchase Order number for a more detailed view. Version 1.0 Page 6

7 B. If you do not know the Purchase Order Number, click on All Purchase Orders : List of All Purchase Orders will be displayed, click on a Purchase Order for a more detailed view: Version 1.0 Page 7

8 3. How to Acknowledge a Purchase Order: Step 1: After going to the detailed view of the Purchase Order (Refer to Section 2), click on Process. This will allow you to edit your acknowledgement before sending it to Axiata. Step 2: If you want to make any changes, you are only allowed to change the DELIVERY DATE and/or reduce QUANTITY. This can be done by editing the respective fields highlighted below, before acknowledging the Purchase Order. Step 3: To selectively Confirm or Reject the PO items click on either of the buttons: A. To Confirm (With or without any amendment) click on : B. To Reject, click on :. This means you do not intend to supply this line item. C. Confirm/ Reject All Items : D. Reset All Items: If you want to reset the current decision on all the line items : Version 1.0 Page 8

9 Based on your decision the status of the item changes from In Process to Confirmed or Rejected accordingly. NOTE: Please be careful during acknowledgement of Purchase Order line items. Any errors will require the entire Purchase Order issuance cycle to be repeated. Step 4: Click on Send. The document status In Process changes to Confirmed or Partially Confirmed Your acknowledgement will create a Purchase Order Response (POR), which will be sent to Axiata for Acceptance or Rejection. Version 1.0 Page 9

10 What is the next step if the Purchase Order Response (POR) sent by me to Axiata is Rejected? You will be receive an notifying you of the rejection. Kindly contact Axiata for further details. What is the next step if the Purchase Order Response (POR) sent by me to Axiata is Accepted? Once the Purchase Order Response has been Accepted, the same information will get updated in Purchase Order. A. Scenario 1- No changes made by you during acknowledgement of the Purchase Order, and the same has been Accepted by Axiata. The next step is Confirmation creation by supplier, as shown in Section 4. B. Scenario 2- Some changes made by you during acknowledgement of the Purchase Order, and the same has been Accepted by Axiata. The Purchase Order status will change to In Process. You will have to Process (Refer Steps 1 to 4 in Section 3) the Purchase Order again. Your Purchase Order Response will move to Axiata for Acceptance. The next step is Confirmation creation by supplier, as shown in Section 4. C. Scenario 3- Some changes made by you during acknowledgement of the Purchase Order, and the same has been Rejected by Axiata. The required terms and conditions of the Purchase Order will remain unchanged. Contact Axiata for any further clarification required. Version 1.0 Page 10

11 4. How to create Confirmation: Step 1: Login to Supplier Portal. (Refer to Section 1) Step 2: The Start page opens. Click on All Purchase Order tab. Step 3: Purchase Orders list is displayed, click on the relevant Purchase Order number, visible in blue colour, under Purchase Order No. Version 1.0 Page 11

12 Step 4: A new page opens, showing the details of the Purchase Order. Click on Create Confirmation. A. The screen is editable now, you may change the QUANTITY for partial confirmation, if required. B. Enter the Confirmation Name (this is a free text field, which you may use for future reference) C. You may send a Message to Purchaser and Add an attachment (if applicable). Version 1.0 Page 12

13 D. Click on the line item to get more information. E. Delete a particular line if not required for the current delivery of goods/services. The deleted item will be available for confirmation again. Note: It is mandatory to have separate Confirmation for Materials and Services. Version 1.0 Page 13

14 What do I do if the Purchase Order contains both types of products (Material & Service)? I. Create Confirmation for Materials: Open the desired Purchase Order and after clicking on Create Confirmation button (Refer to Section 4, Step 4), To confirm only for Materials, Delete Update Price button. the line items which are Services and then click on After deletion of Services, only Materials will be visible on the Item Overview tab. Click on Confirm. Confirmation is displayed with status Created. Version 1.0 Page 14

15 Now the status changes to Completion Reported. The confirmation is sent to the Axiata for approval. II. Create Confirmation for Services: Now click on Display Document Flow and open the Purchase Order. Click on Create Confirmation button. Only Services will be visible in the Item Overview tab: Version 1.0 Page 15

16 Click on Confirm. Confirmation is displayed with status Created. Now the status changes to Completion Reported. The confirmation is sent to Axiata for further action. Axiata s Approval or Rejection will be notified to you through an . The status for same can also be checked on EZBuy SUS Portal. If the delivery of Material and/or Service has been approved by Axiata, the status of your Confirmation changes to Accepted by Customer. Only then should you create an Invoice. Version 1.0 Page 16

17 NOTE: In case of any errors in your Confirmation, you may Cancel your Confirmation if it has not been Approved or Rejected by Axiata. The status will change to Canceled Version 1.0 Page 17

18 5. How to create Invoice: Step 1: Login to Supplier Portal (Refer to Section 1). Step 2: The Start page opens. Confirmation against which an invoice has to be generated can be searched by clicking on Accepted or Partially Accepted under All Confirmations tab. Step 3: Purchase Orders list is displayed, click on the Purchase Order No., against which you intend to raise an Invoice. Version 1.0 Page 18

19 Step 4: The Purchase Order is displayed, click on the Display Document Flow tab; Step 5: Document Flow page opens, you must select the Confirmation document with status Accepted by Customer. To proceed click on Confirmation. Step 6: Confirmation page opens, Click on Create Invoice tab; Version 1.0 Page 19

20 Step 7: Process Invoice page is displayed and you need to enter the following information A. Invoice name : Enter the Invoice Name (this is a free text field, which you may use for future reference) B. Enter the External Invoice Number: this is a MANDATORY FIELD External Invoice Number is your internal invoice number and can be alpha numeric, maximum 20 characters. Version 1.0 Page 20

21 C. Add an Attachment: Attachment is MANDATORY including a softcopy of your internal invoice as well as any other supporting documents. Malaysian GST registered companies MUST attach a valid Tax Invoice. The maximum total attachment file size is 8 MB Click on Browse Select file from your computer Click on Upload After successful upload, your Attachment can be seen as below: D. Applicable Tax, click on the dropdown menu and select appropriate Tax Options Version 1.0 Page 21

22 E. After all the data as highlighted below have been provided, click on Send Version 1.0 Page 22

23 Step 8: Invoice gets created with the message displayed. The status will change to Document Sent The invoice will be sent to the Axiata for further processing. Once the invoice has been approved, you will receive an notification and the invoice status will change to Accepted by Customer. In case your invoice is rejected, you will receive an notification and the invoice status will change to Rejected by Customer. Version 1.0 Page 23

24 6. How to create a Credit Memo: Step 1: Login to Supplier Portal (Refer to Section 1). Step 2: The Start page opens. A. Click on All Invoices and Credit Memos B. Select relevant Invoice number Version 1.0 Page 24

25 C. A new window opens, click on Create Credit Memo D. Add an Attachment: Attachment is MANDATORY including your internal Credit Memo and any other supporting documents. The maximum total attachment file size is 8 MB Click on Browse Select file from your computer Click on Upload After successful upload, your Attachment can be seen as below: Version 1.0 Page 25

26 E. Applicable Tax, click on the dropdown menu and select appropriate Tax Options F. After all the data as highlighted below have been provided, click on Send Version 1.0 Page 26

27 Step 8: Credit Memo gets created with the message displayed. The status will change to Document Sent The Credit Memo will be sent to the Axiata for further processing. Once the Credit Memo has been approved, you will receive an notification and the Credit Memo status will change to Accepted by Customer. Version 1.0 Page 27

28 In case your Credit Memo is rejected, you will receive an notification and the Credit Memo status will change to Rejected by Customer. Contact Axiata for further clarification on the rejection, if required. Version 1.0 Page 28

29 Additional Features: There is an additional feature which you may utilize for your own convenience and internal tracking of invoice payment status. Once you receive payment from Axiata for any invoice, you may MANUALLY change the status of the invoice to Payment Made. Click on Invoice and Credit Memo Open relevant Invoice Click on Set Status with Payment Received Version 1.0 Page 29

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